TITLE Policy 8080 Responsible Use of Technology and Social ...€¦ · BOARD OF EDUCATION OF HOWARD...

BOARD OF EDUCATION OF HOWARD COUNTYMEETING AGENDA ITEM

TITLE: Policy 8080 Responsible Use of Technology and Social Media DATE: April 14, 2016

PRESENTER(S):

Julie Alonso-Hughes, CoordinatorOffice of Instructional Technology and Library MediaShelly Barnett, Manager, Enterprise Systems, Technology Department

VISION 2018 GOAL: Students Staff Families and Community Organization

OVERVIEW:Policy 8080 was reviewed under the guidelines for policy development and adoption. A committee of stakeholders, chaired by Julie Alonso-Hughes, Coordinator, Office of Instructional Technology and Library Media, and Shelly Barnett, Manager, Enterprise Systems, Technology Department, was convened to make recommendations for revisions to the policy. The committee was charged with the following tasks:

Review all parts of Policy 8080 to update legal references as needed and to ensure compliance with legal and regulatory mandates, specifically data privacy laws.Review the policy for consistency with other school system policies, with particular attention to those developed or revised since the last revision of this policy.Make recommendations in accordance with current best practices including implementation of new HCPSS digital systems.Revise and recommend language as needed to address policy standards outlined in Policy 2020 Policy Development and Adoption.Note any implications or follow-up actions that may be necessary as a result of the committee’s recommendations.

Attached are highlights of the revisions, a list of committee members, and the proposed policy and implementation procedures. The markup copy includes original language from the current policy. The charter for the committee was presented to the Board on September 3, 2015; the committee’s recommendation was submitted to the Superintendent’s Cabinet on March 23, 2016; and a public hearing will be held on May 12, 2016.

RECOMMENDATION/FUTURE DIRECTION:Following a public hearing on May 12, 2016, the Board will take action to adopt revised Policy 8080 Responsible Use of Technology and Social Media on June 9, 2016. The revised policy will become effective July 1, 2016.

SUBMITTED BY: APPROVAL/CONCURRENCE:Caryn D. LasserDirectorExecutive Service

Renee A. Foose, Ed.D.Superintendent

Julie Alonso-HughesCoordinatorOffice of InstructionalTechnology and Library Media

Linda T. WiseDeputy Superintendent

Shelly Barnett, ManagerEnterprise SystemsTechnology Department

Camille B. JonesChief Operating Officer

Report

BOE Meeting of April 14, 2016

Policy 8080 Responsible Use of Technology and Social MediaHighlights of Initial Proposal

Policy

Updates the Policy Statement to include “equitable.”

Adds a definition for Digital Tool and Personally Identifiable Information (PII).

Updates definitions for Online Resource, Social Media, Terms of Service, and Third Party Service.

Deletes the definitions for Computer System and Personal Social Media Account.

Incorporates the use of “digital tools” throughout the policy and implementation procedures.

Reorders the standards for clarity.

Adds a standard that states all digital tools and social media used with students for HCPSS-sanctioned activities will be authorized before use.

Specifies that digital tools and social media that do not publish terms of service and privacy policies consistent with student privacy protection mandates may not be used for HCPSS-sanctioned activities.

Specifies staff will provide ongoing instruction to students regarding digital citizenship.

Specifies that HCPSS will deploy technology that strives to filter inappropriate material that is harmful to minors.

Includes reporting to law enforcement in cases of probable or potential harm to an individual.

Clarifies destruction or theft of HCPSS technology will be the financial responsibility of the individual who destroyed or stole technology.

Updates the References section.

Implementation Procedures

Reorders the Responsibilities of Individuals section for clarity.

Changes “personal technology devices” to “personally-owned devices” throughout the implementation procedures.

Requires ongoing notification/reviews for students regarding this policy and implementation procedures.

Adds individuals will take precautions to protect HCPSS-owned technology equipment against damage, theft, and/or loss and procedures for reporting damage, theft, and/or loss.

Specifies individuals using digital tools and social media for HCPSS-sanctioned activities will use the most restrictive privacy settings.

Requires employees who change schools and roles in HCPSS inform their administrator/supervisor of their professional social media account.

Adds employees will ensure social media and digital tools used with students are authorized.

Includes employees will ensure students are authenticating to the network when using HCPSS-owned or personally-owned devices.

Clarifies that employees are responsible for all communication sent from their accounts and will use an approved HCPSS communication system when communicating with parents and students.

Includes how individuals can report fraud and abuse.

All stakeholders listed in Policy 2020 Policy Development and Adoption were invited to have representation on the committee.


Committee for the Revision ofPolicy 8080 Responsible Use of Technology and Social Media

Julie Alonso-Hughes*, Coordinator, Office of Instructional Technology and Library Media

Shelly Barnett*, Manager, Enterprise Systems, Technology Department

Natalie Belcher, Instructional Facilitator, Career Academies, Career and Technology Education

Laura Bednash, Community Member

Carol DeBoard, Principal, Dayton Oaks Elementary School

Lynda Dye, Resource Teacher, Instructional Technology and Library Media

Jennifer Elam, Coordinator, Multimedia Communications

Scott Ewart, General Citizens

Amber Fang, Howard County Association of Student Councils (HCASC)

Megan Gitterman, Math Support Teacher, Oakland Mills Middle School

Denise Giuliano, PTA Council of Howard County (PTACHC)

Teddy Hartman, Coordinator, Data Privacy

Shawn Hastings, Howard County Administrators Association (HCAA)

Sandra Keaton, Instructional Facilitator, Elementary Language Arts

Razia Kosi, Cultural Proficiency and Equity Advisory Committee (CPEAC)

Allie Lerman, Howard County Association of Student Councils (HCASC)

Jennifer Mallo, Community Advisory Council (CAC)

Binki McKenna, Media Specialist, Reservoir High School

Linda Norris, Media Specialist, Centennial High School

Gina Palermo, Howard County Education Association (HCEA)

Douglas Pindell, Director, Purchasing

Rick Robb, Administrator, Applications and Research Lab

Doug Shubert, Community Member

Mark Stout, Coordinator, Advanced Placement and Secondary Social Studies

Nick Vissari, Data Architect and Security Manager, Office of Accountability

* Committee Co-Chair


POLICY 8080RESPONSIBLE USE OF

TECHNOLOGY AND SOCIAL MEDIABOARD OF EDUCATION

Effective: July 1, 2016

1 of 7

THIS IS AN UNOFFICIAL DOCUMENT PROVIDED AS A TOOL FOR STUDYING PROPOSED CHANGES

I. Policy Statement

The Board of Education of Howard County is committed to providing equitable access to technology and social media to further the strategic goals of the Howard County Public School System (HCPSS). The Board believes that technology should be leveraged to improve instruction, business operations, and communications. The Board encourages the use of social media to enhance student and stakeholder engagement, facilitate collaborative communications, and increase global connections. The Board believes that as technology changes the ways that information is accessed, stored, communicated, and transferred, those changes provide new opportunities and responsibilities. The Board expects that all individuals will act in a responsible, civil, ethical, and appropriate manner when using technology for HCPSS-sanctioned activities.

II. Purpose

The purpose of this policy is to define expectations for:

The responsible use of technology and social media for HCPSS-sanctioned activities.

The responsible use of technology and social media to enhance the education process and improve systemwide communications efforts.

Maintaining the safety and privacy of individuals.

III. Definitions

Within the context of this policy, the following definitions apply:

A. Account Credentials – Any data or object used specifically for the purpose of gaining access (authenticating) to an electronic system, usually a username and password combination.

B. Authentication – Verification of an individual’s identity through username/password or other mechanism.

C. Digital Tool – Any website, application (app), or software that requires an account.

D. Network – The means of transmitting data between computer systems; includes wired and wireless technologies.

BOE Meeting of April 14, 2016 POLICY 8080


2 of 7

E. Online Resource – Any website, application (app), or software that does not require an account.

F. Personally Identifiable Information (PII) – Any information that, alone or in combination, would make it possible to identify an individual with reasonable certainty.

G. Personal Social Media Account – A social media account created by an employee to conduct activities not sanctioned by the HCPSS.

H. Professional Social Media Account – A social media account created by an employee for HCPSS-sanctioned activities.

I. Social Media – Digital tools that enable users to create and share content or to participate in social networking such as, blogs, microblogs, Internet forums, wikis, and social bookmarking. Email is excluded from this definition.

J. Software – Any application or script that can be executed on a computer system, server, or other electronic device.

K. Technology – Electronic devices, network infrastructure, or any applications includingbut not limited to software, online resources, digital tools, social media, and email.

L. Terms of Service – Rules and notification written by a service provider that individuals must agree to in order to use the service.

M. Third Party Service – Digital tool in which individuals or schools agree to the generic terms of services and privacy policies of a service provider. The individuals or schools create accounts.

IV. Standards

A. General

1. Notice of the provisions of this policy and individual responsibilities will be communicated to all students, parents, employees, and other users of HCPSS technology.

2. Access to technology will be provided in accordance with the procedures associated with this policy and in accordance with Policy 3040 Technology Security.

3. All content transmitted through technology for HCPSS-sanctioned activities is subject to all relevant HCPSS Board policies.



3 of 7

4. The personal use of technology, digital tools, and social media may not interfere with student or employee work, cause disruptions to the school or work environment, result in additional costs to the HCPSS, or violate HCPSS policies or applicable laws.

B. Compliance

1. Electronic student and personnel records, as well as other student records and personally identifiable information, will be kept confidential and secure in accordance with Policy 9050 Student Records, Policy 7010 Personnel Records, and the federal law, Family Educational Rights and Privacy Act (FERPA).

2. All digital tools and social media used with students for HCPSS-sanctioned activities will be authorized before use in accordance with Policy 8040 Selection of Instructional Materials.

3. HCPSS technology and authorized digital tools and social media are accessible for instructional use and HCPSS-sanctioned activities consistent with current student and employee roles and instructional requirements.

4. All HCPSS technology, digital tools, and social media will comply with licensing and fair use agreements and applicable policies. Individuals will abide by the Terms of Service and privacy policy.

5. Digital tools and social media that do not publish terms of service and privacy policies consistent with federal and state student privacy protections may not be used for HCPSS-sanctioned activities.

6. All authorized digital tools will comply with the federal law, the Children’s Online Privacy and Protection Act (COPPA), and the Annotated Code of Maryland, Education Article, §4-131, Student Data Privacy Act of 2015.

7. In order to comply with the federal law, Children’s Internet Protection Act (CIPA):

a. The HCPSS will deploy technology that attempts to filter abusive, libelous, obscene, offensive, profane, threatening, sexually explicit, pornographic, illegal, or other inappropriate material that is harmful to minors.

b. Employees will monitor online HCPSS-sanctioned student activities including social media and digital tools, to the extent practical.

8. In order to comply with the federal law, the Protecting Children in the 21st Century Act, staff will provide ongoing instruction to students concerning responsible, appropriate, and civil online behavior, including interacting with other individuals



4 of 7

on social networking websites and in chat rooms, and regarding cyberbullying awareness and response.

9. In conformance with the Maryland User Name and Password Privacy Protection and Exclusion Act, Annotated Code of Maryland, Labor and Employment Article, §3-712, staff is prohibited from requesting or requiring an employee or applicant for employment to disclose any account credentials used for accessing a personal social media account or service.

C. Professional Use

1. Professional social media accounts created by employees are the property of the HCPSS.

2. An employee must relinquish information necessary to maintain a professional social media account and may no longer access the account if the employee’s job responsibilities change or employment is discontinued through resignation, retirement, termination, or any other cause.

3. Reassignment of technology between schools, offices, or other physical locations will be approved by the Superintendent/Designee and will be in compliance, with Policy 4040 Fixed Assets.

D. Student Use

1. The HCPSS will not mandate that students provide their own technology at school.

2. To ensure accessibility and equal educational opportunities, employees usingsupplemental digital tools and social media as part of the instructional experience will provide an alternative for students whose parents do not accept the Terms of Service or privacy policy with the exception of HCPSS essential curricular digital tools.

E. Accountability

1. In cases of probable or potential harm to an individual, appropriate follow-through and communication with the individual in danger and others who are in a position to protect that individual from harm including, but not limited to law enforcement, if necessary, must be undertaken by the individual who discovers the probable or potential harm.

2. When student disciplinary investigations lead to searches and seizures on school property that involve technology, these searches and seizures will take place in accordance with the Annotated Code of Maryland, Education Article, Section 7-308 and Policy 9260 Student Search and Seizure.



5 of 7

3. The destruction or theft of HCPSS technology as the result of negligence or misuse will be the financial responsibility of the responsible individual(s).

4. Individuals assume full responsibility for personally-owned technology devices;therefore, the HCPSS is not responsible for any personally-owned technology devices.

5. Digital tools and social media used for HCPSS-sanctioned activities may be monitored for appropriate use. The HCPSS may also access, monitor, archive, audit, purge or disclose the public contents of material created, stored or accessed through personal digital tools and social media accounts when possible and permitted by law.

6. The HCPSS reserves the right to enable or disable interactive features on social media and to remove content inconsistent with the stated purpose, mission, and guidelines posted for the use of the social media.

7. Failure by any individual to comply with this policy may result in the temporary or permanent termination of technology access privileges, in addition to any applicable disciplinary action or financial obligation.

V. Responsibilities

A. The Superintendent/Designee will establish guidelines for the responsible use of technology and social media.

B. The Superintendent/Designee will communicate the provisions of this policy annually through customary channels.

C. The Superintendent/Designee will review this policy at least every three years and will recommend revision as necessary.

D. The Superintendent/Designee will establish prudent measures to safeguard the security of HCPSS technology in accordance with Policy 3040 Technology Security.

E. The Superintendent/Designee will establish the process for authorizing digital tools for use during HCPSS-sanctioned activities.

F. The Superintendent/Designee will maintain a presence on social media for the HCPSS.

G. The Office of Human Resources will notify the Superintendent/Designee of change of employment status for any employee.

H. Using established procedures, the Superintendent/Designee will modify account privileges based on changes to employment status.



6 of 7

I. Principals and supervisors will notify students, families, and employees in their schools and offices of all end-of-year and end-of-employment checkout procedures.

J. Principals and supervisors will notify all technology users in their schools and officesof the provisions of this policy.

K. Staff will provide information to students regarding digital citizenship, as appropriate.

L. The Office of Use of School Facilities will notify individuals or organizations seeking to use school system computer technology as part of an agreement to use school system facilities (Policy 10020 Use of School Facilities) of the provisions of this policy.

VI. Delegation of Authority

The Superintendent is authorized to develop procedures for the implementation of this policy.

VII. References

A. LegalChildren’s Online Privacy Protection Act of 1998, 15 U.S.C. §6501 (COPPA)Electronic Communications Privacy Act, 18 U.S.C. §2701-2711Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232(g)Protecting Children in the 21st Century Act, 47 C.F.R. §§54.520(c)(1)(i) and

54.520(c)(2)(i)Section 504 of the Rehabilitation Act of 1973, 20 U.S.C. §794(d)Title XVII, Children’s Internet Protection Act, 47 U.S.C. §254(h) (CIPA)The Annotated Code of Maryland, Criminal Law Article, §3-805 (Misuse of Interactive

Computer Service (Grace’s Law))The Annotated Code of Maryland, Education Article, §4-131, Student Data Privacy

Act of 2015The Annotated Code of Maryland, Education Article, §7-308 (Searches of students and

schools)The Annotated Code of Maryland, Labor and Employment Article, §3-712 (User Name

and Password Privacy Protection and Exclusions)

B. Other Board PoliciesPolicy 1000 CivilityPolicy 1040 Safe and Supportive SchoolsPolicy 1060 Bullying, Cyberbullying, Harassment, or IntimidationPolicy 2070 EthicsPolicy 3040 Technology SecurityPolicy 4040 Fixed AssetsPolicy 4050 Procurement of Goods and/or ServicesPolicy 4080 Disposition of Property Policy 7010 Personnel Records



7 of 7

Policy 7030 Employee Conduct and DisciplinePolicy 8040 Selection of Instructional MaterialsPolicy 8060 Resource SpeakersPolicy 8120 Testing: State and Local Responsibilities and ProtocolsPolicy 9020 Students’ Rights and ResponsibilitiesPolicy 9030 School-Sponsored Publications and ProductionsPolicy 9050 Student RecordsPolicy 9200 Student DisciplinePolicy 9260 Student Search and SeizurePolicy 10010 Distribution and Display of Materials and AnnouncementsPolicy 10020 Use of School Facilities

C. Relevant Data SourcesCentral Inventory Database

D. OtherDevice Agreement FormHCPSS Student Code of ConductInformation Technology Change Management Guideline

VIII. History

ADOPTED: November 26, 2002REVIEWED:MODIFIED:REVISED: January 21, 2003

May 10, 2007March 11, 2010June 27, 2013June 9, 2016

EFFECTIVE: July 1, 2016


POLICY 8080-IPIMPLEMENTATION PROCEDURES

RESPONSIBLE USE OFTECHNOLOGY AND SOCIAL MEDIA

Effective: July 1, 2016

1 of 8


I. Definitions

Within the context of these implementation procedures, the following definitions apply:

A. Forum – A subsection of a social media service facilitating conversations of a group where individuals may have elevated permissions that allow for moderation of posts or comments.

B. Post – Content including but not limited to text, pictures, audio and videos that are added to a social media by an individual.

II. Dissemination of Information

A. Notification of the provisions of this policy and these implementation procedures will be given annually to all students, families, employees, and service providers.Methods may include:

1. Publications in school and Howard County Public School System (HCPSS)newsletters, handbooks, and other documents.

2. Notification posted on school and HCPSS websites including, but not limited to, the learning management system and the staff communication tool.

3. Periodic announcements in schools over the public address system at thebeginning of the school year and at other times as appropriate.

4. Notification posted in areas that provide access to technology (e.g., media center, computer lab, classrooms, and staff workroom).

5. Ongoing notification/reviews for students by classroom teachers, media specialists, and other appropriate employees.

6. Inclusion, whenever possible and appropriate, into the process of accessing digital tools and/or files.

B. Principals will notify all technology users in their schools of the responsibilities of individuals using HCPSS technology and social media and of guidelines for

POLICY 8080-IPBOE Meeting of April 14, 2016 IMPLEMENTATION PROCEDURES


2 of 8

network activities at the beginning of the school year per Policy 3040 Technology Security, with reminders as necessary.

C. Department supervisors will notify those under their supervision of the provisions of this policy and implementation procedures annually, with reminders as necessary.

D. The Superintendent/Designee will include language in contracts that requires allcontractors and vendors to review and comply with this policy and all related policies.

E. The Office of Use of School Facilities will notify individuals or organizations seeking to use HCPSS technology as part of an agreement to use HCPSS facilities under Policy 10020 Use of School Facilities of the provisions of this policy and these implementation procedures.

III. Responsibilities of Individuals

A. Individuals will adhere to Policy 1000 Civility and Policy 1040 Safe and Supportive Schools when using HCPSS technology or HCPSS digital tools and social media during HCPSS-sanctioned activities.

B. Individuals are required to sign a device agreement form upon assignment of HCPSS-owned technology equipment.

C. Individuals will take reasonable precautions to protect HCPSS-owned technology equipment against damage, theft, and/or loss. If necessary, individuals will follow the appropriate process and/or procedure for reporting damage, theft, and/or loss.

D. Individuals will not engage in unauthorized activities. These include, but are not limited to:

1. Accessing information for which the individuals do not have privilege.2. Knowingly deploying computer viruses or software with malicious intent.3. Violating copyright laws or privacy rights of others.4. Plagiarizing. 5. Accessing HCPSS-owned technology via another individual’s account

credentials. 6. Damaging HCPSS technology.7. Circumventing or disabling technology protection measures put in place by

the Superintendent/Designee.

E. Individuals will secure and safeguard data stored on HCPSS technology.

F. Individuals using digital tools and social media for HCPSS-sanctioned activities will use the most restrictive privacy settings when appropriate and available.



3 of 8

G. Individuals responsible for electronic content creation and delivery of public communication will adhere to the guidelines set forth by the HCPSS for the generation and access of such public communication.

H. Individuals using HCPSS technology will not intentionally create, access, share,download or print content that:

1. Depicts profanity, obscenity, the use of weapons, terrorism, or violence.

2. Promotes use of tobacco, drugs, alcohol, or other illegal or harmful products.

3. Contains sexually suggestive messages.

4. Is sexually explicit or obscene.

5. Depicts gang affiliation.

6. Contains language or symbols that demean an identifiable person or group or otherwise infringe on the rights of others.

7. Causes or is likely to cause a disruption to HCPSS activities or the orderly operation of the HCPSS.

8. Contains rude, disrespectful, or discourteous expressions inconsistent with civil discourse or behavior.

9. Constitutes bullying, cyberbullying, harassment, or intimidation in violation of Policy 1040 Safe and Supportive Schools or Policy 1060 Bullying, Cyberbullying, Harassment, or Intimidation.

10. Reasonable exceptions to this provision may be made for students conducting research under the direction of an instructor and employees completing HCPSS related responsibilities. Specific permission will be granted regarding the nature of the research to be conducted and the type of files related to that research which might be accessed or created.

I. Individuals will authenticate using HCPSS active directory credential assigned toeach individual, to HCPSS technology consistent with Policy 3040 Technology Security when using HCPSS-owned or personally-owned devices.

J. The HCPSS has the following expectations for individuals using personally-owned technology during HCPSS-sanctioned activities:

1. Individuals will use personally-owned devices in accordance with all HCPSS policies. Failure to comply with these polices may result in the removal of temporary or permanent use privileges in addition to any disciplinary action.



4 of 8

2. Individuals will use devices in a responsible, civil, ethical, and legal manner.

3. Individuals will assume full responsibility for their personal technology devices and the content stored on these devices.

4. The HCPSS may, without cause, revoke the privilege of using personal technology devices at any time.

5. Individuals will ensure that their personal technology devices contain up to date operating system and relevant software patches and anti-malware software.

6. The HCPSS will not be liable for any costs incurred related to the use of personal technology devices, including but not limited to, usage fees, upgrades, damages, and replacements.

7. Individuals will have no expectation of personal privacy or confidentiality of any electronic communication when using HCPSS networks.

8. Personal technology devices will not contain HCPSS licensed applications or software unless approved by the Superintendent/Designee.

9. Individuals will not store confidential HCPSS information, excluding the device owner’s personal information, on personal technology devices.

10. Individuals will not use personal technology devices to create or access abusive, libelous, obscene, offensive, profane, threatening, sexually explicit, pornographic, illegal, or other inappropriate material during HCPSS-sanctioned activities.

11. Individuals will not use personal technology devices to gain or attempt to gain unauthorized access to any system or information.

12. Individuals will not use personal technology devices to circumvent, modify, or disable technology security measures implemented by the HCPSS. These measures include but are not limited to:

a. Anti-malware software.b. Internet content filter.c. Privacy settings and/or parental controls.d. Network firewalls.e. Computer and server administrative management software.

13. Personal technology devices placed on the HCPSS network may not disrupt normal network activities.



5 of 8

14. Individuals are responsible for reporting any inappropriate material they receive on personal technology devices.

K. Employees will obtain approval from their administrator/supervisor using the appropriate procedures prior to creating a social media account for HCPSS-sanctioned activities.

L. Employees who change schools or roles in the HCPSS, will inform their administrator/supervisor of their professional social media account.

M. Students may only use technology during HCPSS-sanctioned activities when authorized to do so by an instructor or administrator.

N. The Superintendent/Designee will be responsible for identifying appropriate times and places for online activity in all schools. School Principals/Designees may determine which of those times and places are appropriate for their schools.

O. To ensure student safety and acceptable standards of technology use, all students will be given instruction on the responsible use of technology and social media.Principals will designate the persons who will instruct the students in the following topics:

1. The contents of this policy and these implementation procedures.2. Procedures for accessing appropriate online resources.3. Copyright issues.4. Privacy issues, including not sharing personally identifiable information.5. Safety and security guidelines, including the use of the Internet.6. Making appropriate judgments about locating and using information that

matches the learner's instructional level and the learning objectives of an assignment.

7. Discriminating among types of information sources and assessing the appropriateness of using the Internet as a resource for a specific learning activity.

8. Rigorous appraisal of the source.9. Digital citizenship.

P. Employees using social media and digital tools with students will ensure that the digital tool appears on an authorized list.

Q. Employees selecting online resources will evaluate the resources to ensure that they meet the curricular needs of students and are appropriate for the developmental level of the students.



6 of 8

R. When using social media in the teaching and learning process, employees will:

1. Configure privacy settings of the social media to limit the visibility of the content to the intended audience.

2. Inform parents of the social media being used, how their children are being contacted online, and the expectations for appropriate behavior.

3. Distribute and discuss communication and collaboration guidelines with students prior to using social media.

4. Adhere to Policy 8060 Resource Speakers when inviting non-HCPSS individuals to collaborate using social media. Access by the non-HCPSS individual will be terminated after the educational purpose has been fulfilled.

S. HCPSS employees will ensure students are authenticating to the network when using HCPSS-owned or personally-owned devices.

T. Employees using digital tools and social media professionally will create an account linked to their HCPSS email address separate from any personal accounts.

U. When using digital tools and social media for professional purposes, employees will identify themselves as an HCPSS employee.

V. Employees will delete or inactivate HCPSS digital tools and social media accounts that are no longer required.

W. Upon request, employees will provide the administrator/supervisor administrative access to any professional social media accounts or forums they have created.

X. Any postings by employees will not reference, link or contain:

1. Statements that could be viewed as malicious, obscene, threatening or intimidating; that disparage students, employees, parents or community members; or that could be viewed as harassment or bullying.

2. HCPSS password-protected proprietary items, private, confidential or attorney-client privileged information such as assessments, curriculum, lessons, and personnel issues.

Y. Employees are responsible for all communication sent from their accounts.When using electronic accounts to correspond with parents and students, employees will use an approved HCPSS communication system.



7 of 8

Z. Employees will ensure the confidentiality and privacy of student, staff and district data. Employees will only share confidential data when directed to do so by their immediate supervisor or administrator and will comply with Policy 9050 Student Records and Policy 7010 Personnel Records.

1. When sending confidential records electronically, the sender will alert the recipient that the message contains confidential data.

2. When sending confidential student records electronically, the sender will alert the recipient that the message contains confidential student data in accordance with FERPA (Family Educational Rights and Privacy Act).

AA. Principals or supervisors are responsible for the content of all publications created for their schools/departments.

AB. HCPSS employees responsible for central office, departmental, or school electronic communications and media will ensure that:

1. Written permission is obtained and kept on file for all copyrighted material or student work used in publications.

2. When parents have requested that their students are not photographed, those students do not appear in HCPSS publications, including social media. This restriction does not apply to extracurricular events that are open to the public.

3. Commercial links and/or advertising are monitored for appropriateness and, where applicable, comply with Policy 4010 Donations and Policy 4020 Fund Raising.

4. Student publications comply with Policy 9030 School-SponsoredPublications and Productions.

AC. Employees who moderate HCPSS-sanctioned forums may edit or delete posts and will document the posts that are edited or deleted for future reference.

AD. Employees will not use HCPSS logos or trademarks for personal use.

AE. Periodically, HCPSS may approve pilot studies to explore new learning materials, approaches or innovations. When new ideas, devices or methods are being piloted, exceptions to this policy may be made by Superintendent/Designee.

IV. Violation of Policy

A. Any individual who suspects a violation of this policy or these implementation procedures will report the alleged violation to the appropriate administrator or supervisor for investigation.



8 of 8

B. The administrator or supervisor will report the suspected violation to the Superintendent/Designee for further investigation and potential disciplinary action.

C. In cases that may be criminal in nature (threats, stalking, harassment, etc.) or that may pose a safety threat, an investigation will be conducted in consultation and cooperation with the Superintendent/Designee.

D. In cases of probable or potential harm to an individual, appropriate follow-through and communication with the individual in danger and others who are in a position to protect that individual from harm including, but not limited to law enforcement, if necessary, must be undertaken by the individual who discovers the probable or potential harm.

E. Suspicious activity can be reported anonymously through the HCPSS main website - Reporting Fraud and Abuse. Reports can also be emailed directly [email protected].

V. History



EFFECTIVE: July 1, 2016


POLICY 8080RESPONSIBLE USE OF

TECHNOLOGY AND SOCIAL MEDIABOARD OF EDUCATION

Effective: July 1, 2013July 1, 2016

1 of 9


I. Policy Statement

The Board of Education of Howard County is committed to providing appropriate equitableaccess to sustainable technology and social media to further the strategic goals of the Howard County Public School System (HCPSS). The Board believes that technology should be leveraged to improve instruction, business operations, and communications. The Board alsoencourages the use of social media to enhance student and stakeholder engagement, facilitate collaborative communications, and increase global connections. The Board believes that as technology changes the ways that information may be is accessed, stored, communicated, and transferred, those changes provide new opportunities and responsibilities. The Board expects that all individuals will act in a responsible, civil, ethical, and appropriate manner when using technology for HCPSS-sanctioned activities.

II. Purpose

The purpose of this policy is to define expectations for:

The responsible use of technology and social media for HCPSS-sanctioned activities.

The responsible use of technology and social media to enhance the education process and improve systemwide communications efforts.

Maintaining the safety and privacy of individuals.

III. Definitions

Within the context of this policy, the following definitions apply:

A. Account Credentials – Any data or object used specifically for the purpose of gaining access (authenticating) to an electronic system, usually a username and password combination.

B. Authentication – Verification of an individual’s identity through username/password or other mechanism.

C. Computer System – Any electronic medium that can execute a set of instructions designed to perform a specified task.



2 of 9

Digital Tool – Any website, application (app), or software that requires an account.

D. Network – The means of transmitting data between computer systems; includes wired and wireless technologies.

E. Online Resource – Any electronic system which can be accessed remotely for the purpose of viewing or manipulating data which can exist on the Internet, on the wide area network or on the local area network website, application (app), or software that does not require an account.

F. Personal Social Media Account – A social media account created by an employee to conduct activities not sanctioned by the HCPSS.

Personally Identifiable Information (PII) – Any information that, alone or in combination, would make it possible to identify an individual with reasonable certainty.

FG. Personal Social Media Account – A social media account created by an employee to conduct activities not sanctioned by the HCPSS.

GH. Professional Social Media Account – A social media account created by an employee for HCPSS-sanctioned activities.

HI. Social Media – A community oriented online service used with an understanding that contributions may be shared, augmented or organized through group collaboration,Digital tools that enable users to create and share content or to participate in social networking such as, blogs, microblogs, Internet forums, wikis, and social bookmarking. Email is excluded from this definition.

IJ. Software – Any application or script that can be executed on a computer system, server, or other electronic device.

JK. Technology – Electronic devices, network infrastructure, or any applications includingbut not limited to software, online resources, digital tools, social media, and email.

KL. Terms of Service – Rules and notification written by a service provider that individuals must agree to in order to use the service as terms of use (a.k.a. “terms of use” and “terms of conditions”).

LM. Third Party Social Media Service – Social media Digital tool in which individuals or schools agree to the generic terms of services and privacy policies of a service provider. The individuals or schools create accounts.



3 of 9

IV. Standards

A. General

O1. Notice of the provisions of this policy and individual responsibilities will be communicated to all students, parents, employees, and other users of HCPSS technology.

A2. Access to technology will be provided in accordance with the procedures associated with this policy and in accordance with Policy 3040 Technology Security.

B3. All content transmitted through technology for HCPSS-sanctioned activities is subject to all relevant HCPSS Board policies.

C4. HCPSS technology and approved social media are accessible for instructional use and HCPSS-sanctioned activities consistent with current student and employee roles and instructional requirements. The personal use of technology, digital tools,and social media may not interfere with student or employee work, cause disruptions to the school or work environment, result in additional costs to theHCPSS, or violate HCPSS policies or applicable laws.

D. All applications used for instructional purposes will be selected in accordance with Policy 8040 Selection of Instructional Materials.

E. All HCPSS technology and social media will comply with licensing and fair use agreements. Individuals will abide by the Terms of Service and privacy policy.

F. Third-party social media that do not publish Terms of Service or a privacy policy may not be used for HCPSS-sanctioned activities.

B. Compliance

H1. Electronic student and personnel records, as well as other student records and personally identifiable information, will be kept confidential and secure in accordance with Policy 9050 Student Records, Policy 7010 Personnel Records, and the federal law, Family Educational Rights and Privacy Act (FERPA).

2. All digital tools and social media used with students for HCPSS-sanctioned activities will be authorized before use in accordance with Policy 8040 Selection of Instructional Materials.

C3. HCPSS technology and authorized digital tools and social media are accessible for instructional use and HCPSS-sanctioned activities consistent with current student and employee roles and instructional requirements.



4 of 9

E4. All HCPSS technology, digital tools, and social media will comply with licensing and fair use agreements and applicable policies. Individuals will abide by the Terms of Service and privacy policy.

G. To ensure accessibility and equal educational opportunities, employees using third-party social media as part of the instructional experience will provide an alternative for students whose parents do not accept the Terms of Service or privacy policy.

5. Digital tools and social media that do not publish terms of service and privacy policies consistent with federal and state student privacy protections may not be used for HCPSS-sanctioned activities.

H. Electronic student and personnel records, as well as other student records and personally identifiable information, will be kept confidential and secure in accordance with Policy 9050 Student Records and Confidentiality, Policy 7010 Confidentiality of Personnel Records and Files, and the Family Educational Rights and Privacy Act (FERPA).

I. When disciplinary investigations lead to searches and seizures on school property that involve technology, these searches and seizures will take place in accordance with the Annotated Code of Maryland Education Article, Section 7-308 and Policy 9260 Student Search and Seizure.

6. All authorized digital tools will comply with the federal law, the Children’s Online Privacy and Protection Act (COPPA), and the Annotated Code of Maryland, Education Article, §4-131, Student Data Privacy Act of 2015.

J7. In order to comply with the federal law, Children’s Internet Protection Act (CIPA):

1a. The HCPSS will deploy technology that attempts to filter abusive, libelous, obscene, offensive, profane, threatening, sexually explicit, pornographic, illegal, or other inappropriate material.

2b. Employees will monitor online HCPSS-sanctioned student activities including social media, to the extent practical.

K8. In order to comply with the federal law, the Protecting Children in the 21st Century Act, staff will provide ongoing instruction to students will receive ongoing instruction concerning responsible, appropriate, and civil online behavior,including interacting with other individuals on social media services networking websites and in chat rooms, and regarding cyberbullying awareness and response.

L. All third-party social media used will comply with the Children’s Online Privacy and Protection Act (COPPA).



5 of 9

M. Reassignment of technology between schools, offices, or other physical locations will be approved by the Superintendent/Designee and will be in compliance, when applicable, with Policy 4040 Fixed Assets.

N. Costs incurred due to negligence or misuse that result in the destruction or theft of HCPSS technology will be the financial responsibility of the negligent individual(s).

O. Notice of the provisions of this policy and individual responsibilities will be communicated to all students, parents, employees, and other users of HCPSS technology.

P. Failure by any individual to comply with this policy may result in the temporary or permanent termination of technology access privileges, in addition to any applicable disciplinary action or financial obligation.

W9.In conformance with the Maryland User Name and Password Privacy Protection and Exclusion Act, Annotated Code of Maryland, Labor and Employment Article, §3-712, staff is prohibited from requesting or requiring an employee or applicant for employment to disclose any account credentials used for accessing a personal social media account or service.

C. Professional Use

S1. Professional social media accounts created by employees are the property of the HCPSS.

U2. An employee must relinquish information necessary to maintain a professional social media account and may no longer access the account if the employee’s job responsibilities change or employment is discontinued through resignation, retirement, termination, or any other cause.

M3. Reassignment of technology between schools, offices, or other physical locations will be approved by the Superintendent/Designee and will be in compliance, with Policy 4040 Fixed Assets.

D. Student Use

Q. Individuals assume full responsibility for their non-HCPSS owned technology devices

R1. The HCPSS will not mandate that students provide their own technology at school.

2. To ensure accessibility and equal educational opportunities, employees usingsupplemental digital tools and social media as part of the instructional experience will provide an alternative for students whose parents do not accept the Terms of



6 of 9

Service or privacy policy with the exception of HCPSS essential curricular digital tools.

S. Professional social media accounts created by employees are the property of the HCPSS.

T. The HCPSS reserves the right to enable or disable interactive features on social media and to remove content inconsistent with the stated purpose, mission, and guidelines posted for the use of the social media.

U. An employee must relinquish information necessary to maintain a professional social media account and may no longer access the account if the employee’s job responsibilities change or employment is discontinued through resignation, retirement, termination, or any other cause.

V. HCPSS may access, monitor, archive, audit, purge or disclose the public contents of material created, stored or accessed through personal social media accounts when possible and permitted by law.

W. In conformance with the Maryland User Name and Password Privacy Protection and Exclusion Act, Annotated Code of Maryland, Labor and Employment Article, §3-712,staff is prohibited from requesting or requiring an employee or applicant for employment to disclose any account credentials used for accessing a personal social media account or service.

E. Accountability

X1. In cases of probable or potential harm to an individual, appropriate follow-through and communication with the individual in danger and others who are in a position to protect that individual from harm including, but not limited to law enforcement, if necessary, must be undertaken by the individual who discovers the probable or potential harm.

2. When student disciplinary investigations lead to searches and seizures on school property that involve technology, these searches and seizures will take place in accordance with the Annotated Code of Maryland Education Article, Section 7-308and Policy 9260 Student Search and Seizure.

3. The destruction or theft of HCPSS technology as the result of negligence or misuse will be the financial responsibility of the responsible individual(s).

4. Individuals assume full responsibility for personally-owned technology devices; therefore, the HCPSS is not responsible for any personally-owned technology devices.



7 of 9

5. Digital tools and social media used for HCPSS-sanctioned activities may be monitored for appropriate use. The HCPSS may also access, monitor, archive, audit, purge or disclose the public contents of material created, stored or accessed through personal digital tools and social media accounts when possible and permitted by law.

T6. The HCPSS reserves the right to enable or disable interactive features on social media and to remove content inconsistent with the stated purpose, mission, and guidelines posted for the use of the social media.

P7. Failure by any individual to comply with this policy may result in the temporary or permanent termination of technology access privileges, in addition to any applicable disciplinary action or financial obligation.

V. Responsibilities

A. The Superintendent/Designee will establish guidelines and appropriate acceptance forms for the responsible use of technology and social media.

B. The Superintendent/Designee will communicate the provisions of this policy annually through customary channels.

C. The Superintendent/Designee will review this policy at least every two three years and will recommend revision as necessary.

D. The Superintendent/Designee will establish prudent measures to safeguard the security of HCPSS technology in accordance with Policy 3040 Technology Security.

E. The Superintendent/Designee will authorize establish the process for authorizing socialmedia services digital tools for use in during HCPSS-sanctioned activities.

F. The Superintendent/Designee will maintain a presence on social media for the HCPSS.

G. The Office of Human Resources will notify the Superintendent/Designee of change of employment status for any employee.

H. Using established procedures, the Superintendent/Designee will modify account privileges based on changes to employment status.

I. Administrators/supervisors must approve third-party social media prior to use in a school.

K. Principals and supervisors will notify students, families, and employees in their schools and offices of all end-of-year and end-of-employment checkout procedures.



8 of 9

J. Principals and supervisors will notify students, families, and employees all technology users in their schools and offices of the provisions of this policy.

K. Principals and supervisors will notify students, families, and employees in their schools and offices of all end-of-year and end-of-employment checkout procedures.

Staff will provide information to students regarding digital citizenship, as appropriate.

L. The Office of Use of School Facilities will notify individuals or organizations seeking to use school system computer technology as part of an agreement to use school system facilities (Policy 10020 Use of School Facilities) of the provisions of this policy.

VI. Delegation of Authority

The Superintendent is authorized to develop procedures for the implementation of this policy.

VII. References

A. LegalAnnotated Code of Maryland Section Education Article, §7-308Children’s Online Privacy Protection Act of 1998, 15 U.S.C. §6501 (COPPA)Electronic Communications Privacy Act, 18 U.S.C. §2701-2711Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232(g)Protecting Children in the 21st Century Act, 47 C.F.R. §§54.520(c)(1)(i) and

54.520(c)(2)(i)Section 504 of the Rehabilitation Act of 1973, 20 U.S.C. §794(d)Title XVII, Children’s Internet Protection Act, 47 U.S.C. §254(h) (CIPA)The Annotated Code of Maryland, Criminal Law Article, §3-805 (Misuse of Interactive

Computer Service (Grace’s Law))The Annotated Code of Maryland, Education Article, §4-131, Student Data Privacy

Act of 2015 The Annotated Code of Maryland, Education Article, §7-308 (Searches of students and

schools)The Annotated Code of Maryland, Labor and Employment Article, §3-712 (User Name

and Password Privacy Protection and Exclusions)

B. Other Board PoliciesPolicy 1000 CivilityPolicy 1040 Safe and Supportive Schools EnvironmentsPolicy 1060 Bullying, Cyberbullying, Harassment, or IntimidationPolicy 2070 EthicsPolicy 3040 Technology SecurityPolicy 4040 Fixed AssetsPolicy 4050 Procurement of Goods and/or ServicesPolicy 4080 Disposition of Property



9 of 9

Policy 7010 Confidentiality of Personnel Records and FilesPolicy 7030 Employee Conduct and DisciplinePolicy 8040 Selection of Instructional MaterialsPolicy 8060 Resource SpeakersPolicy 8120 Testing: State and Local Responsibilities and ProtocolsPolicy 9020 Students’ Rights and ResponsibilitiesPolicy 9030 Student School-Sponsored Publications and ProductionsPolicy 9050 Student Records and ConfidentialityPolicy 9200 Student DisciplinePolicy 9260 Student Search and SeizurePolicy 10010 Distribution and Display of Materials and AnnouncementsPolicy 10020 Use of School Facilities

C. Relevant Data SourcesCentral Inventory Database

D. OtherDevice Agreement FormHCPSS Responsible Use of Technology Agreement/Internet Use Permission FormHCPSS Social Media Evaluation and Authorization FormHCPSS Student Code of ConductInformation Technology Change Management GuidelineHCPSS Third-Party Social Media Planning and Approval Form

VIII. History



EFFECTIVE: July 1, 2013July 1, 2016


POLICY 8080-IPIMPLEMENTATION PROCEDURES

RESPONSIBLE USE OFTECHNOLOGY AND SOCIAL MEDIA

Effective: July 1, 2013July 1, 2016

1 of 14


I. Definitions

Within the context of this policy these implementation procedures, the following definitions apply:

A. Forum – A subsection of a social media service facilitating conversations of a group where individuals may have elevated permissions that allow for moderation of posts or comments.

B. Post – Content including but not limited to text, pictures, audio and videos that are added to a social media by an individual.

II. Dissemination of Information

A. Notification of the provisions of this policy and these implementation procedures will be given annually to all students, families, employees, and service providers.Methods may include:

1. Announcements in schools over the public address system at the beginning of the school year and at other times as appropriate.

2. Publications in school and Howard County Public School sSystem (HCPSS)newsletters, handbooks, and other documents.

2. Notification posted on school and HCPSS websites including, but not limited to, the learning management system and the staff communication tool.

3. Notification posted in areas that provide access to technology (e.g., media center, computer lab).

1. Periodic announcements in schools over the public address system at thebeginning of the school year and at other times as appropriate.

4. Notification posted on school and Howard County Public School System (HCPSS) websites.



2 of 14

3. Notification posted in areas that provide access to technology (e.g., media center, computer lab, classrooms, and staff workroom).

5. Ongoing notification/Rreviews for students by classroom teachers, media specialists, and other appropriate employees.

6. Inclusion, whenever possible and appropriate, into the process of accessing software digital tools and/or files.

B. Principals will notify all students, families, employees, volunteers, interns, and temporary employees technology users in their schools of the responsibilities of individuals using HCPSS technology and social media and of guidelines for network activities at the beginning of the school year per Policy 3040 Technology Security, with additional reminders as necessary.

C. Department supervisors will notify those under their supervision of the provisions of this policy and implementation procedures annually, with reminders as necessary.

ED. The Superintendent/Designee will include language in contracts that requires allcontractors and vendors to review and comply with this policy and all related policies.

DE. The Office of Use of School Facilities will notify individuals or organizations seeking to use HCPSS technology as part of an agreement to use HCPSS facilities under Policy 10020 Use of School Facilities of the provisions of this policy and these implementation procedures.

III. Responsibilities of Individuals

A. Individuals are required to sign a device agreement form upon assignment of HCPSS-owned technology equipment.

Individuals will adhere to Policy 1000 Civility and Policy 1040 Safe and Supportive Schools when using HCPSS technology or HCPSS digital tools and social media during HCPSS-sanctioned activities.

B. Individuals will take reasonable precautions to protect HCPSS-owned technology equipment against damage, theft, and/or loss.

A. Individuals are required to sign a device agreement form upon assignment of HCPSS-owned technology equipment.



3 of 14

C. Individuals will not engage in unauthorized activities. These include, but are not limited to:

1. Accessing information for which the individuals do not have privilege.2. Knowingly deploying computer viruses or software with malicious intent.3. Violating copyright laws or privacy rights of others.4. Plagiarizing. 5. Accessing HCPSS-owned technology via another individual’s account

credentials. 6. Damaging HCPSS technology.7. Circumventing or disabling technology protection measures put in place by

the Superintendent/Designee.

B. Individuals will take reasonable precautions to protect HCPSS-owned technology equipment against damage, theft, and/or loss. If necessary, individuals will follow the appropriate process and/or procedure for reporting damage, theft, and/or loss.

D. Individuals will secure and safeguard data stored on HCPSS technology.

C. Individuals will not engage in unauthorized activities. These include, but are not limited to:

1. Accessing information for which the individuals do not have privilege.

2. Knowingly deploying computer viruses or software with malicious intent.

3. Violating copyright laws or privacy rights of others.

4. Plagiarizing.

5. Accessing HCPSS-owned technology via another individual’s account credentials.

6. Damaging HCPSS technology.

7. Circumventing or disabling technology protection measures put in place by the Superintendent/Designee.

E. Individuals responsible for electronic content creation and delivery of public communication will adhere to the guidelines set forth by the HCPSS for the generation and access of such public communication.

D. Individuals will secure and safeguard data stored on HCPSS technology.

F. Employees will not reveal student data, employee data, or other HCPSS-owned data to any third party unless directed to do so by their immediate supervisor or



4 of 14

administrator. Disclosure of student and staff information is addressed in Policy 9050 Student Records and Policy 7010 Confidentiality of Personnel Records and Files.

Individuals using digital tools and social media for HCPSS-sanctioned activities will use the most restrictive privacy settings when appropriate and available.

G. Individuals using HCPSS technology will not intentionally create, access, share, download or print content that:

1. Depicts profanity, obscenity, the use of weapons, terrorism, or violence.2. Promotes use of tobacco, drugs, alcohol, or other illegal or harmful products.3. Contains sexually suggestive messages.4. Is sexually explicit or obscene.5. Depicts gang affiliation.6. Contains language or symbols that demean an identifiable person or group or

otherwise infringe on the rights of others.7. Causes or is likely to cause a disruption to HCPSS activities or the orderly

operation of the HCPSS.8. Contains rude, disrespectful, or discourteous expressions inconsistent with

civil discourse or behavior.9. Constitutes bullying, cyberbullying, harassment, or intimidation in violation

of Policy 1040 Safe School Environments, or Policy 1060 Bullying, Cyberbullying, Harassment, or Intimidation.

Reasonable exceptions to this provision may be made for students conducting research under the direction of an instructor and employees completing HCPSS related responsibilities. Specific permission will be granted regarding the nature of the research to be conducted and the type of files related to that research which might be accessed or created.

E Individuals responsible for electronic content creation and delivery of public communication will adhere to the guidelines set forth by the HCPSS for the generation and access of such public communication.

H. When using electronic communication to correspond with parents and students, employees will use an approved HCPSS communication system. Employees are responsible for all communication sent from their accounts.

G Individuals using HCPSS technology will not intentionally create, access, share, download or print content that:

1. Depicts profanity, obscenity, the use of weapons, terrorism, or violence.

2. Promotes use of tobacco, drugs, alcohol, or other illegal or harmful products.



5 of 14

3. Contains sexually suggestive messages.

4. Is sexually explicit or obscene.

5. Depicts gang affiliation.

6. Contains language or symbols that demean an identifiable person or group or otherwise infringe on the rights of others.

7. Causes or is likely to cause a disruption to HCPSS activities or the orderly operation of the HCPSS.

8. Contains rude, disrespectful, or discourteous expressions inconsistent with civil discourse or behavior.

9. Constitutes bullying, cyberbullying, harassment, or intimidation in violation of Policy 1040 Safe and Supportive Schools or Policy 1060 Bullying, Cyberbullying, Harassment, or Intimidation.

10. Reasonable exceptions to this provision may be made for students conducting research under the direction of an instructor and employees completing HCPSS related responsibilities. Specific permission will be granted regarding the nature of the research to be conducted and the type of files related to that research which might be accessed or created.

I. Principals or department supervisors are responsible for the content of all publications created for their schools/departments.

Individuals will authenticate using HCPSS active directory credential assigned to each individual, to HCPSS technology consistent with Policy 3040 Technology Security when using HCPSS-owned or personally-owned devices.

J. Individuals responsible for central office, departmental, or school electronic communications and media will ensure that:


2. Students are not identified by name in photographs used in publications unless written permission from their parents is obtained and kept on file.


4. Student publications comply with Policy 9030 Student Publications and Productions.



6 of 14

T. The HCPSS has the following expectations for individuals using personally-owned technology during HCPSS-sanctioned activities:

1. Individuals will use personally-owned devices in accordance with all HCPSS policies. Failure to comply with these polices may result in the removal of temporary or permanent use privileges in addition to any disciplinary action.

2. Individuals will use devices in a responsible, civil, ethical, and legal manner.


4. The HCPSS may, without cause, revoke the privilege of using personal technology devices at any time.


6. The HCPSS will not be liable for any costs incurred related to the use of personal technology devices, including but not limited to, usage fees, upgrades, damages, and replacements.




10. Individuals will not use personal technology devices to create or access abusive, libelous, obscene, offensive, profane, threatening, sexually explicit, pornographic, illegal, or other inappropriate material during HCPSS-sanctioned activities.


12. Individuals will not use personal technology devices to circumvent, modify, or disable technology security measures implemented by the HCPSS. These measures include but are not limited to:

a. Anti-malware software.b. Internet content filter.



7 of 14

c. Privacy settings and/or parental controls.d. Network firewalls.e. Computer and server administrative management software.

13. Personal technology devices placed on the HCPSS network may not disrupt normal network activities.


K. The Superintendent/Designee will be responsible for identifying times and placesfor online resources activities. Individual schools may determine further restrictions based on their specific needs.

Employees will obtain approval from their administrator/supervisor using the appropriate procedures prior to creating a social media account for HCPSS-sanctioned activities.

L. Each principal/designee will ensure that signed HCPSS parent permission forms (Responsible Use of Technology Agreement/Internet Use Permission Form) are collected and are on file for each student.

Employees who change schools or roles in the HCPSS, will inform their administrator/supervisor of their professional social media account.

M. Employees selecting online resources will evaluate the resources to ensure that they meet the curricular needs of students and are appropriate for the developmental level of the students.

Students may only use technology during HCPSS-sanctioned activities when authorized to do so by an instructor or administrator.

N. To ensure student safety and acceptable standards of technology use, it is important that all students be given instruction on the responsible use of technology. Principals will designate the persons who will instruct the students in the following topics:

1. The contents of this policy and these implementation procedures.2. Procedures for accessing appropriate online resources.3. Provisions contained in the HCPSS Internet Use permission forms.4. Copyright issues.5. Privacy issues, including not sharing personally identifiable information.6. Safety and security guidelines, including the use of the Internet.7. Making appropriate judgments about locating and using information that

matches the learner's instructional level and the learning objectives of the assignment.



8 of 14



The Superintendent/Designee will be responsible for identifying appropriate times and places for online activity in all schools. School Principals/Designees may determine which of those times and places are appropriate for their schools.

O. When sending confidential student records electronically, the sender will alert the recipient that the message contains confidential student information in accordance with FERPA (Family Educational Rights and Privacy Act). When sending other confidential records electronically, the sender will alert the recipient that the message contains confidential information.

N. To ensure student safety and acceptable standards of technology use, all students will be given instruction on the responsible use of technology and social media.Principals will designate the persons who will instruct the students in the following topics:

1. The contents of this policy and these implementation procedures.2. Procedures for accessing appropriate online resources.3. Copyright issues.4. Privacy issues, including not sharing personally identifiable information.5. Safety and security guidelines, including the use of the Internet.6. Making appropriate judgments about locating and using information that

matches the learner's instructional level and the learning objectives of an assignment.



P. Online resources which support collaborative discussions will adhere Policy 8040 Selection of Materials prior to use.

Employees using social media and digital tools with students will ensure that the digital tool appears on an authorized list.

Q. Online resources used for instruction and associated student-generated work will have the ability to be monitored for appropriateness. Students will adhere to Policy 1000 Civility, the HCPSS Student Code of Conduct; Policy 1040 Safe School Environments when accessing and posting to these online resources.



9 of 14

M. Employees selecting online resources will evaluate the resources to ensure that they meet the curricular needs of students and are appropriate for the developmental level of the students.

R. Individuals will authenticate to HCPSS technology consistent with Policy 3040 Technology Security.

When using social media in the teaching and learning process, employees will:




4. Adhere to Policy 8060 Resource Speakers when inviting non-HCPSS individuals to collaborate using social media. Access by the non-HCPSS individual will be terminated after the educational purpose has been fulfilled.

S. Students will not use HCPSS technology unless directed to do so by an instructor or administrator.

HCPSS employees will ensure students are authenticating to the network when using HCPSS-owned or personally-owned devices.

T. Individuals may use personal technology devices only when approved by a teacher, administrator, and the Superintendent/Designee.

HCPSS expects the following when personal technology devices have been approved for use.

1. Individuals will use personal technology devices in accordance with all HCPSS policies. Failure to comply with these polices may result in the removal of temporary or permanent use privileges, in addition to any disciplinary action.

2. Individuals will use personal technology devices in a responsible, civil, ethical, and legal manner.


4. When performing HCPSS-sanctioned activities, individuals will use a HCPSS open wireless network, when applicable.

5. HCPSS may, without cause, revoke the use of personal technology devices at any time.




10 of 14

7. HCPSS will not be liable for any costs incurred related to the use of personal technology devices, including usage fees, upgrades, damages, and replacements.

8. HCPSS employees will not be responsible for the technical support of personal technology devices.




12. Individuals will not use personal technology devices to create or access abusive, libelous, obscene, offensive, profane, threatening, sexually explicit, pornographic, illegal, or other inappropriate material.


14. Individuals will not use personal technology devices to circumvent, modify, or disable technology security measures implemented by the HCPSS. These measures include but are not limited to:a. Anti-malware software.b. Internet content filter.c. Microsoft Group Policy and Apple Parental Controls.d. Network firewalls.e. Computer and server administrative management software.

15. No personal technology device placed on the HCPSS network may disrupt normal network activities.


Employees using digital tools and social media professionally will create an account linked to their HCPSS email address separate from any personal accounts.

U. Prior to using a third-party social media for HCPSS-sanctioned activities employees, will submit a HCPSS Third-Party Social Media Planning and Approval Form to an administrator/supervisor for approval.

When using digital tools and social media for professional purposes, employees will identify themselves as an HCPSS employee.

V. Employees using third-party social media professionally will create an account linked to their Howard County Public Schools (HCPSS) email address and separate from any personal accounts.

Employees will delete or inactivate HCPSS digital tools and social media accounts that are no longer required.



11 of 14

W. When using social media for professional purpose, employees will identify themselves and HCPSS as the employer.

Upon request, employees will provide the administrator/supervisor administrative access to any professional social media accounts or forums they have created.

X. Employees will provide valid account credentials for professional third-party social media accounts to an administrator/supervisor.

Any postings by employees will not reference, link or contain:

1. Statements that could be viewed as malicious, obscene, threatening or intimidating; that disparage students, employees, parents or community members; or that could be viewed as harassment or bullying.

2. HCPSS password-protected proprietary items, private, confidential or attorney-client privileged information such as assessments, curriculum, lessons, and personnel issues.

Y. Upon request, employees will allow the administrator/supervisor administrative access to any professional social media forums they have created.

Employees are responsible for all communication sent from their accounts.When using electronic accounts to correspond with parents and students, employees will use an approved HCPSS communication system.

Z. When possible, privacy settings of student accounts will be configured to share only the information necessary to use the third-party social media.

Employees will ensure the confidentiality and privacy of student, staff and district data. Employees will only share confidential data when directed to do so by their immediate supervisor or administrator and will comply with Policy 9050 Student Records and Policy 7010 Personnel Records.

1. When sending confidential records electronically, the sender will alert the recipient that the message contains confidential data.

2. When sending confidential student records electronically, the sender will alert the recipient that the message contains confidential student data in accordance with FERPA (Family Educational Rights and Privacy Act).

AA. Employees who moderate HCPSS-sanctioned forums may edit or delete posts. Employees will maintain their own documentation of any posts that are edited or deleted in case they are questioned.



12 of 14

Principals or supervisors are responsible for the content of all publications created for their schools/departments.

AB. HCPSS-sanctioned accounts or forums no longer required will be deleted or made inactive.

HCPSS employees responsible for central office, departmental, or school electronic communications and media will ensure that:


2. When parents have requested that their students are not photographed, those students do not appear in HCPSS publications, including social media. This restriction does not apply to extracurricular events that are open to the public.


4. Student publications comply with Policy 9030 School-SponsoredPublications and Productions.

AC. When using social media in the teaching and learning process, employees will:




4. Adhere to Board Policy 8060 Resource Speakers when inviting non-HCPSS individuals to collaborate using social media. Access by the non-HCPSS individual will be terminated, when possible, after the educational purpose has been fulfilled.

Employees who moderate HCPSS-sanctioned forums may edit or delete posts and will document the posts that are edited or deleted for future reference.

AD. Personal social media accounts will not be linked to HCPSS email addresses.

AE. Employees will not use HCPSS logos or trademarks for personal use.



13 of 14

AGE. Periodically, HCPSS may approve pilot studies to explore new learning materials, approaches or innovations. When new ideas, devices or methods are being piloted, exceptions to this policy may be made by Superintendent/Designee.

AF. Personal postings by employees must not reference, link or contain:

1. Complaints or criticism that could be viewed as malicious, obscene, threatening or intimidating; that disparage students, employees, parents or community members; or that could be viewed as harassment or bullying.

2. HCPSS password-protected proprietary items, confidential or attorney-client privileged information such as assessments, curriculum, lessons, and personnel issues.

AG. Periodically, HCPSS may approve pilot studies to explore new learning materials, approaches or innovations. When new ideas, devices or methods are being piloted, exceptions to this policy may be made by Superintendent/Designee.

IV. Violation of Policy

A. Any employee individual who suspects a violation of this policy or these implementation procedures will report the alleged violation to the appropriate administrator or supervisor for investigation.

B. Where further investigation is required, tThe administrator or supervisor will report the suspected violation to the Superintendent/Designee for further investigation and potential disciplinary action.

C. In cases that may be criminal in nature (threats, stalking, harassment, etc.) or that may pose a safety threat, an investigation will be conducted in consultation andcooperation with the Superintendent/Designee.

D. In cases of probable or potential harm to an individual, appropriate follow-through and communication with the individual in danger and others who are in a position to protect that individual from harm including, but not limited to law enforcement, if necessary, must be undertaken by the individual who discovers the probable or potential harm.

E. Suspicious activity can be reported anonymously through the HCPSS main website - Reporting Fraud and Abuse. Reports can also be emailed directly to [email protected].

V. History

ADOPTED: November 26, 2002REVIEWED:



14 of 14

MODIFIED:REVISED: January 21, 2003


EFFECTIVE: July 1, 2013July 1, 2016

TITLE Policy 8080 Responsible Use of Technology and Social ...€¦ · BOARD OF EDUCATION OF HOWARD...

Documents

Transcript of TITLE Policy 8080 Responsible Use of Technology and Social ...€¦ · BOARD OF EDUCATION OF HOWARD...